ARSRVMNT Accounts Receivable Service File Maintenance

TheService Fileis part of a larger process that enables your company to track the efficiency and profitability of its billable services. This represents an important benefit to your respective operational departments as they allocate, plan, or monitor resources.

TheService Fileapplication includes fifteen variable fields of information that define each service. These are subsequently referenced by theService Invoice Processingand Print Service Invoiceapplications.

The first pieces of information entered are theservice numberanddescription. Whenever a service number is entered duringService Invoice Processing, the program refers to the service record you entered here, displaying it's name, and other pertinent information. The program requires a service number for each line item on the Invoice. This number will then designate theservicetype that was entered in theService Fileapplication.

The program also permits you to obtain a numerical or alphanumerical listing of all service records on file. This is particularly useful when you want to change or delete a given service, and don't remember it's number.

The remaining fields specify variable conditions under which a given service is sold. They are used extensively in theService Invoice Processing. For example, theunitfield requires an entry that represents a measure of time, such as, an hour, day, month, or year. Theunit pricefield then reflects the price of this delineated unit. In theService Invoice Processingprogram this information is employed to calculate the total price of all line item services.

As you begin to set up this file, please remember to defineallof your company's most frequently used services. This might include Consulting, Support, Training, Installation, or any other Non-Inventory Items.

SelectService Filefrom the pull downA/R Maintenancewindow. The following screen will then be displayed:

Service File Maintenance Entry Screen

The following options are available:

Add new service codes

Change existing service codes

Delete existing service codes

Print a Listing of service codes, their descriptions, unit, unit price and cost, account numbers, and PTD and YTD totals.

To return to the menu bar, press theESCorF10key. To leave this application, pressXforEXITwhen positioned at the menu bar.

Entry Field Descriptions

Name

Type and Description

1. Service No

15 alphanumeric characters.

Enter the code you want to use to represent the service provided. For example, you might want to enterSupportto representSoftware Support.

In the change or delete mode press theF7key for search for code.

2. Description

30 alphanumeric characters.

Enter the description of the service number. This description will be displayed any time the entry of a service number is requested, so that you can be sure that you have entered the correct code.

3. Unit

4 alphanumeric characters.

Enter the type of units associated with this service number. For example,Hourmight be used for a support agreement service number.

4. Unit Price

10 numeric digits with 4 decimals places

(999,999.9999-).

Enter the base amount that will be multiplied against a quantity in theService Invoice Processingapplication.

5. Unit Cost

10 numeric digits with 4 decimals places

(999,999.9999-).

Enter your cost for one unit of the service. For example if the service is sold inhour, enter you cost for one hour of the service.

6. Sales Account

Standard account format.

Enter the General Ledger Sales Account associated with this service number.

Pressing theF7orF8key will allow you to search by account number or account description respectively.

7. Cogs Account

Standard account format.

Enter the General Ledger orA/Raccount number that reflects yourcostof the goods sold.

Pressing theF7orF8key will allow you to search by account number or account description.

8. Taxable ?

YorN.

If you enter aY, tax will be calculated for this Service Number, otherwise, no tax will be calculated.

9. Commissionable ?

YorN.

If you enter aY, commission will be calculated from the salesman file, by customer type. If you enter aN, no commission will be calculated.

10. Units Ptd

9 numeric digits (9,999,999.99-).

The total number of service units sold this period to date.

11. Units Ytd

9 numeric digits (9,999.999.99-).

The total number of service units sold this year to date.

12. Sales Ptd

9 numeric digits (9,999,999.99-).

The total sales for this service during the current period to date.

13. Sales Ytd

9 numeric digits (9,999.999.99-).

The total sales for this service during the current year to date.

14. Cogs Ptd

9 numeric digits (9,999.999.99-).

The total Cost Of Goods for this service during the current period to date.

15. Cogs Ytd

9 numeric digits (9,999.999.99-).

The total Cost Of Goods for this service for the current year to date.

Service Fileentry fields begin with item number 10 and will updateService Invoice Processing. They can be cleared to zero when running theClear A/R Accumulators application. For this reason, the operator will ordinarilynotbe able to change these fields in change mode. When a change is attempted to these fields, the following message will be displayed.

Changes To These Fields Not Allowed Press "RETURN"

However, if you do find it necessary to make corrections to data that was entered in error, there is a way to do it. In response to theField Number ?question, press theF6key. You will then be able to make changes to these fields in the same way that any other fields are changed, if change protected fields inA/R SetupisY.